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Oracle U.S. Federal Financials Implementation Guide
Release 12.1
Part Number E13455-04
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Oracle U.S. Federal Financials Setup Overview

Overview

Complete all required setup steps for these applications before beginning the Federal Financials setup steps:

Oracle U.S. Federal Financials Setup Checklist

All required setup steps in the following checklist must be completed.

Note: The sequence indicated for the setup checklist applies to the Federal Financials setup process only. For each application installed, consult the guides for that application to determine the sequence of setup steps.

The following table shows the Oracle U.S. Federal Financials setup checklist.

Oracle U.S. Federal Financials Setup Checklist
Step Number Setup Step Type Oracle Applications
Step 1. Create Additional Users. See Create Additional Users Required System Administration
Step 2. Specify Profile Options. See Specify Profile Options Required with defaults System Administration
Step 3. A. Define Accounting Flexfield Required General Ledger
  B. Define Calendar Period Types Required with defaults General Ledger
  C. Create a Calendar to Define an Accounting Year Required General Ledger
  D. Enable Budgetary Control Required General Ledger
Step 4. Define Summary Accounts Required General Ledger
Step 5. Define Descriptive Flexfield in General Ledger Optional General Ledger
Step 6. Define Payment Terms Required Payables
Step 7. Define Payables Systems Options Required Payables
Step 8. Define Payables Options Required Payables
Step 9. A. Define Internal Bank Accounts Required Payables
  B. Define External Bank Accounts Required Payables
Step 10. Define Descriptive Flexfield in Oracle Payables Optional Payables
Step 11. Define Transaction Flexfield Structure Optional Receivables
Step 12. Define Lookups Optional Receivables
Step 13. Define Payment Terms Required with defaults Receivables
Step 14. Define AutoAccounting Required Receivables
Step 15. Define Transaction Types Required with defaults Receivables
Step 16. Define Transaction Sources Required Receivables
Step 17. Define Receivables Activities Required Receivables
Step 18. Define Receipt Classes Required Receivables
Step 19. Define Receipt Sources Required Receivables
Step 20. Define Dunning Letters Optional Receivables
Step 21. Define Customer Profile Classes Required with defaults Receivables
Step 22. Define Customers Required Receivables
Step 23. Define Remit-To Addresses Required Receivables
Step 24. Define Lockboxes Optional Receivables
Step 25. Define Descriptive Flexfield in Receivables Optional Receivables
Step 26. A. Define Organizations Required Purchasing
  B. Define Oracle Purchasing Lookups Optional Purchasing
Step 27. Set Up Suppliers Required Purchasing
Step 28. Define Descriptive Flexfield in Purchasing Optional Purchasing
Step 29. Define Descriptive Flexfield in Projects Optional Projects
Step 30. Set Up Oracle Workflow Optional Workflow
Step 31. Set Up Federal Seed Data Required Federal Financials
Step 32. Set Up Federal System Parameters Required Federal Financials
Step 33. Set Up Federal Options Required Federal Financials
Step 34. Set Up Treasury Account Codes Required Federal Financials
Step 35. Set Up Federal Account Symbols Required Federal Financials
Step 36. Set Up Budget Account Codes Required Federal Financials
Step 37. Set Up Appropriation Parameters Optional Federal Financials
Step 38. Set Up Federal Financials Options Optional Federal Financials
Step 39. Set Up Oracle US Federal General Ledger Budget Execution Required Federal Financials
Step 40. Set Up Federal Reports Table Required Federal Financials
Step 41. Set Up Federal Report Definitions Required Federal Financials
Step 42. Set Up Payment Terms Types Required Federal Financials
Step 43. Define Holiday and Non-Working Dates Required Federal Financials
Step 44. Set Up Current Value of Funds Optional Federal Financials
Step 45. Set Up Treasury Offset Exclusion Criteria Required Federal Financials
Step 46. Set Up Third Party Payments Optional Federal Financials
Step 47. Set Up Automatic Sequence Numbering of Payment Process Requests Optional Federal Financials
Step 48. Set Up Delinquent Invoice Referral Optional Federal Financials
Step 49. Set Up Finance Charge Types Required Federal Financials
Step 50. Set Up Finance Charge Groups Required Federal Financials
Step 51. Set Up Federal Receivable Types Required Federal Financials
Step 52. Set Up Year End Closing Definitions Required Federal Financials

Oracle U.S. Federal Financials Setup Steps

The setup steps are listed in order of completion.

Step 1. Create Additional Users

Create new users that have access to Federal Financials or assign existing users access to Oracle U.S. Federal Financials.

Navigate to the Users Window.

Each user can be assigned one or more responsibilities.

Access to Federal Financials is required for all features.

Step 2. Specify Profile Options

The common user profile options for Oracle Applications must be specified as part of Oracle Applications System Administration setup. There are a maximum of six levels at which a profile can be set: Site, Application, Responsibility, Server, Organization, and User. Most profiles are seeded with default values at the site-level that serve as the defaults until they are overridden at other levels.

U.S. Federal Financials has implemented several aspects of Oracle General Ledger’s new Ledger Architecture functionality. Oracle General Ledger also removed the GL: Sets of Books profile which controlled the ledgers that a responsibility could access. In its place, the new R12 profile is provided, “GL: Data Access Set”, providing similar control to ledgers within a responsibility. This profile is being used by U.S. Federal Financials in R12. U.S. Federal Financials requires the user to have a data access set with full read and write access to a ledger in order to access certain ledger based U.S. Federal Financial windows.

To set up profile options levels, see:

Step 3A. Define Accounting Flexfield

  1. Define the Accounting Flexfield for the agency. The Accounting Flexfield must have a balancing segment and a natural account segment.

    In addition to normal transaction processing, the Accounting Flexfield is required for all features in Federal Financials.

    Note: Agencies must comply with the US SGL to use FACTS. Agencies that expand their numbering system to accommodate agency-specific requirements must designate a parent account that is a four-digit USSGL account.

    The fund value must be defined as the balancing segment of the Accounting Flexfield.

    If agencies report cohort year, the cohort value must be included as part of the Accounting Flexfield. Cohort values are reported in FACTS II.

    If agencies use Category B apportionments, the program or activity must be included as part of the Accounting Flexfield. Program details are reported in FACTS II for Category B funds.

    The fiscal year must be included as part of the Accounting Flexfield. The fiscal year is used to determine if a transaction is a prior year adjustment and for the year of budget authority attribute in FACTS II.

  2. When setting up natural accounts, create different cash sub-accounts to support warrants received for Appropriations as well as the FMS Form 224 report or the FMS Form 1219 and 1220 reports.

  3. In the Key Flexfield Segments window, check Allow Dynamic Inserts to create accounts as transactions are entered. The system automatically maintains budgetary control relationships when dynamic insertion is used.

    Navigate to the Key Flexfield Segments window.

    Dynamic insertion is required for Oracle U.S. Federal Financials.

Step 3B. Define Calendar Period Types

Oracle recommends that the accounting calendar period should have at least 14 periods per year and a year type of Fiscal.

Step 3C. Create a Calendar to Define an Accounting Year

Create a calendar to define an accounting year. You should define at least 14 accounting periods in the calendar. Set up 12 nonadjusting periods, and 2 to 3 adjusting periods this way:

Oracle recommends that agencies should treat budgetary accounts like balance sheet accounts and run the Track Budgetary Debit/Credit Accounts as Balance Sheet Accounts program in the General Ledger responsibility. This program should be run prior to opening the fiscal year. This program only needs to be run once per ledger. When this program is run, the budgetary debit and credit account balances are automatically established for any subsequent fiscal years that are opened. No journal entries are needed, instead the balances are established just like assets and liabilities for example. This program removes the need to run the Carry Forward Budgetary Accounts program to create the budgetary beginning balances in the first nonadjusting period of the year.

If agencies do not run the Track Budgetary Debit/Credit Accounts as Balance Sheet Accounts program, then the General Ledger calendar must include an adjusting period at the beginning of the fiscal year else the Carry Forward Budgetary Accounts program produces an error.

Step 3D. Enable Budgetary Control

To use budgetary control, select the Enable Budgetary Control box in the Budgetary Control Options of the ledger.

Step 4. Define Summary Accounts

Define summary accounts to implement budgetary control. Summary Accounts that control funds should be defined with the Amount Type set as Year-to-Date.

In addition to the summary accounts defined for budgetary account, define a summary account that will be used to determine anticipated amounts for prior year adjustments. This summary account must be assigned in the Define Federal Financials Options window. This is required setup as it is a source in the various Federal SLA seeded account derivation rules.

Step 5. Define Descriptive Flexfield in General Ledger

Journal Lines Descriptive Flexfield

Define the Journal Lines Descriptive Flexfield in the Descriptive Flexfield Segments window.

Define the Journal Lines Descriptive Flexfield in General Ledger includes these parts:

Trading Partner Descriptive Flexfield

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Enter Journals: Lines flexfield for Oracle General Ledger.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Trading Partner
    Field Value
    Number User-defined value
    Name Trading Partner
    Window Prompt Trading Partner
    Column Select an attribute to store the Trading Partner value.
    Value Set FV_6_CHARS
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Trading Partner
    Field Value
    Name Trading Partner
    Description User defined
    Required Check Box Deselected
    Range Blank

Public Law Code Descriptive Flexfield

Define the Public Law Code Descriptive Flexfield in the Descriptive Flexfield Segments window.

  1. Complete the steps described in Trading Partner Descriptive Flexfield and create the records as described in the following tables.

    The following table shows the segment summary record for Public Law Code.

    Segments Summary Record for Public Law Code
    Field Value
    Number User-defined value
    Name Public Law Code
    Window Prompt Public Law Code
    Column Select an attribute from the list of values to be used to store the Public Law Code value.
    Value Set FV_7_CHARS
    Displayed Selected
    Enabled Selected

    The following table shows the segment record for Public Law Code.

    Segment Record for Public Law Code
    Field Value
    Name Public Law Code
    Description User defined
    Required Check Box Deselected
    Range Blank

Advance Type Descriptive Flexfield

Define the Advance Type Descriptive Flexfield in the Descriptive Flexfield Segments window.

  1. Complete the steps described in Trading Partner Descriptive Flexfield and create the records as described in the following tables.

    The following table shows the segment summary record for Advance Type.

    Segment Summary Record for Advance Type
    Field Value
    Number User-defined value
    Name Advance Type
    Window Prompt Advance Type
    Column Select an attribute from the list of values to be used to store the Advance Type value.
    Value Set FV_ADV_FLAG
    Displayed Selected
    Enabled Selected

    The following table shows the segment record for Advance Type.

    Segment Record for Advance Type
    Field Value
    Name Advance Type
    Description User defined
    Required Check Box Deselected
    Range Blank

Transfer Department ID Descriptive Flexfield

Define the Transfer Department ID Descriptive Flexfield in the Descriptive Flexfield Segments window.

  1. Complete the steps described in Trading Partner Descriptive Flexfield and create the records as described in the following tables.

    The following table shows the segment summary record for Transfer Department ID.

    Segments Summary Record for Transfer Department ID
    Field Value
    Number User-defined value
    Name Transfer Department ID
    Window Prompt Transfer Dept ID
    Column Select an attribute to store the Transfer Department ID value.
    Value Set FV_2_CHARS
    Displayed Selected
    Enabled Selected

    The following table shows the segment record for Transfer Department ID.

    Segment Record for Transfer Department ID
    Field Value
    Name Transfer Department ID
    Description User defined
    Required Check Box Deselected
    Range Blank

Transfer Main Account Descriptive Flexfield

Define the Transfer Main Account ID Descriptive Flexfield in the Descriptive Flexfield Segments window.

  1. Complete the steps described in Trading Partner Descriptive Flexfield and create the records as described in the following tables.

    The following table shows the segment summary record for Transfer Main Account.

    Segments Summary Record for Transfer Main Account
    Field Value
    Number User-defined value
    Name Transfer Main Account
    Window Prompt Transfer Main Acct
    Column Select an attribute to store the Transfer Department ID value.
    Value Set FV_4_CHARACTERS
    Displayed Selected
    Enabled Selected

    The following table shows the segment record for Transfer Main Account.

    Segment Record for Transfer Main Account
    Field Value
    Name Transfer Main Account
    Description User defined
    Required Check Box Deselected
    Range Blank

Step 6. Define Payment Terms

Define payment terms.

Navigate to the Payment Terms window.

Payment terms are required for setup of payment terms types and for prompt payment.

Step 7. Define Payables Systems Options

Define payables system options and defaults.

Do not select Always Take Discount in the Supplier-Payables region of the Financials Options window.

Note: If Multiple Organizations Access Control (MOAC) is implemented, financial options and defaults must be defined at the operating unit level.

The Always Take Discount option must be deselected so that the Economically Beneficial Discount process in Federal Financials can analyze the available discount for a supplier before taking the discount.

See: Defining Financials Options, Oracle Payables User Guide

Step 8. Define Payables Options

Set up these Payables options:

Step 9A Define Internal Bank Accounts

Define internal bank accounts.

  1. Enter bank information for bank branches with which the agency conducts business.

    Navigate to the Banks window.

    Enter the Regional Finance Center ID in the RFC Identifier field for the Bank Branch.

    Each Bank Branch can have multiple accounts and each account can be associated with Payables payment documents and Receivables payment methods.

    Bank accounts are required for these:

  2. Enter bank account information for bank accounts with which the agency conducts business.

    Click Bank Accounts in the Banks window.

    Enter the ALC associated to the bank account in the Agency Location Code field of the Bank Accounts window.

    Note: If an agency has multiple ALCs, a separate bank account must be defined for each ALC.

    Select Pooled Account check box in the Payables region of the Bank Accounts window.

    Payments must be made using pooled accounts for Posting. If pooled accounts are not used, liabilities and payments are not properly distributed across multiple funds.

    For IPAC disbursements, set up a document name for a bank account with the Clearing payment method.

Step 9B Define External Bank Accounts

Define external bank accounts.

  1. Enter Supplier Bank Accounts and complete these fields:

    Note: Supplier bank accounts are required for these payment formats:

  2. Enter Customer Bank Accounts and complete these field:

Step 10. Define Descriptive Flexfield in Payables

Invoice Distribution: Agreement Number

Define the Invoice Distribution descriptive flexfield in the Descriptive Flexfield Segments window to capture the agreement number and corresponding performance dates associated with an invoice transaction.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query Invoice Distribution for Oracle Payables.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record
    Field Value Value Value
    Number User defined User defined User defined
    Name Agreement Number Start Date End Date
    Window Prompt Agreement Number Start Date End Date
    Column User defined (Attribute column) User defined (Attribute column) User defined (Attribute column)
    Value Set FV_REIMB_AGREEMENT_TRX_NUM FND_STANDARD_DATE_REQUIRED FND_STANDARD_DATE_REQUIRED
    Displayed Yes Yes Yes
    Enabled Yes Yes Yes
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record
    Field Value Value Value
    Name Agreement Number Start Date End Date
    Description User defined User defined User defined
    Required Check box Deselected Deselected Deselected
    Range Blank Low High

Step 11. Define Transaction Flexfield Structure

Define Accrue Finance Charges Line Transaction Flexfield

Define the Accrue Finance Charges Line Transaction Flexfield structure.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Line Transaction Flexfield for Oracle Receivables.

  3. In the Context Field Values region, create a new record as described in the following table.

    Context Field Values for Accrue Finance Charges Line Transaction Flexfield
    Field Value
    Code Accrue Finance Charges
    Name Accrue Finance Charges
    Description Federal Accrue Finance Charges
    Enabled Selected
  4. Click Segments.

  5. Create two records as described in the following table.

    Segments Summary Records
    Field Value
    Record 1  
    Number 1
    Name Debit Memo Number
    Window Prompt Debit Memo Number
    Column INTERFACE_LINE_ATTRIBUTE1
    Value Set FV_CHARS
    Displayed Selected
    Enabled Selected
    Record 2  
    Number 2
    Name Debit Memo Line No
    Window Prompt Debit Memo Line No
    Column INTERFACE_LINE_ATTRIBUTE2
    Value Set INV_SRS_NUMBER
    Displayed Selected
    Enabled Selected
    Record 3  
    Number 3
    Name Finance Charge Type
    Window Prompt Finance Charge Type
    Column INTERFACE_LINE_ATTRIBUTE3
    Value Set FV_CHARGE_TYPE
    Displayed Selected
    Enabled Selected
    Record 4  
    Number 4
    Name Inv Payment Schedule ID
    Window Prompt Invoice Payment Schedule ID
    Column INTERFACE_LINE_ATTRIBUTE4
    Value Set FV_NUMBER
    Displayed Selected
    Enabled Selected

The Accrue Finance Charge Line Transaction Flexfield structure is required for the Accrue Finance Charge process.

Define Accrue Finance Charges Invoice Transaction Flexfield

Define the Accrue Finance Charges Invoice Transaction Flexfield structure.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Invoice Transaction Flexfield for Oracle Receivables.

  3. In the Context Field Values region, create a new record as described in the following table.

    Context Field Values for Accrue Finance Charges Invoice Transaction Flexfield
    Field Value
    Code Accrue Finance Charges
    Name Accrue Finance Charges
    Description Federal Accrue Finance Charges
    Enabled Selected
  4. Click Segments.

  5. Create two records as described in the following table.

    Segments Summary Records
    Field Value
    Record 1  
    Number 1
    Name Debit Memo Number
    Window Prompt Debit Memo Number
    Column INTERFACE_HEADER_ATTRIBUTE1
    Value Set FV_CHARS
    Displayed Selected
    Enabled Selected
    Record 2  
    Number 3
    Name Finance Charge Type
    Window Prompt Finance Charge Type
    Column INTERFACE_HEADER_ATTRIBUTE3
    Value Set FV_CHARGE_TYPE
    Displayed Selected
    Enabled Selected

The Accrue Finance Charge Invoice Transaction Flexfield structure is required for the Accrue Finance Charge process.

Step 12. Define Lookups

Create Receivables Management Customer Classes and Receivables management Customer Categories.

Customer classes are used in receivables management to identify which customers should have finance charges assigned to them. The Identification of Federal Employees Report uses customer classes to determine which customers are federal employees.

It is recommended that customer classes identify federal employees and federal customers. The Customer Class Lookup is used in FACTS I for the Federal/Non-Federal (F/N) indicator of the account balances. FACTS I account balances generated from customers with the Customer Class Lookup set to FEDERAL are designated F when the US SGL account is defined as a Federal or Either Federal or Non-Federal account in the FACTS Attributes window. All other balances are designated N.

The Load Federal Seed Data program will load the needed customer classes values of FEDERAL. Verify that these values exist in your database by following the instructions below:

In Receivables, navigate to the Receivables Lookups window. Query the Customer Class lookup and the meanings, FEDERAL. If they do not enter these values as specified, the customer category is used as an attribute for reporting. The Receivables Activity Worksheet requires one customer category for Consumer Receivables and one customer category for Commercial Receivables.

Step 13. Define Payment Terms

Predefined payment terms of Immediate and Net 30 are provided. Immediate is used for debit memos and Net 30 is used for regular invoices.

If necessary, define additional payment terms.

Step 14. Define AutoAccounting

If MOAC is implemented, AutoAccounting must be defined for each operating unit.

Step 15. Define Transaction Types

Create transaction types for the SF 1080 Voucher for Transfers Between Appropriations and/or Funds, the SF 1081 Voucher and Schedule of Withdrawals and Credits, and IPAC transactions if transaction type is used to restrict the printing of these invoices.

Create at least one finance charge debit memo transaction type for Receivables management. The positive sign must be the value in the Creation Sign field. You must define the Receivable and Revenue accounts. This transaction type is assigned to the finance charges created in the Define Finance Charges window and assigned to an activity type in the Receivable Types window.

Note: If MOAC is implemented, a transaction type must be created for each operating unit.

Navigate to the Transaction Types window.

Receivables management transaction types are important because the transaction types let the receivables management process differentiate between standard transactions and finance charge transactions.

For example, you can create and assign a finance charge transaction type called Interest Debit Memo to the Interest finance charge. All accounting information for each transaction type is assigned to any Finance Charge Debit Memos created during the Finance Charge accrual process.

Transaction types are required for Federal Finance Charges, Receivable Types, and Report on Receivables Activity Worksheet.

Step 16. Define Transaction Sources

Define transaction sources assigned to invoices, debit memos, commitments, credit memos, and on-account credits.

Note: If MOAC is implemented, a transaction source must be defined for each operating unit.

Navigate to the Transaction Sources window.

Transaction batch sources are required for Receivables management.

Define a transaction batch source for finance charges process. This is required so that the AutoInvoice Import program imports the finance charge debit memo by the Accrue Finance Charge process.

The finance charge transaction batch source must be set up as described in the following table.

Finance Charge Transaction Batch Source Setup
Field Value
Batch Source Region  
Name User defined
Description User defined
Type Imported
Active Selected
Automatic Batch Numbering Not Selected
Automatic Transaction Numbering Not Selected
Standard Transaction Type Blank or user-specified
Credit Memo Batch Source Blank
AutoInvoice Options Region  
Invalid Tax Rate Correct
Invalid Line Reject Invoice
Create Clearing Not Selected
GL Date in a Closed Period Reject
Allow Sales Credit Selected
Grouping Rule Default
Customer Information Region  
Sold To Customer ID
Bill to Customer ID
Bill to Address ID
Bill to Contact None
Ship to Customer None
Ship to Address None
Ship to Contact None
Payment Method Rule Value
Customer Bank Account Value
Accounting Information Region  
Invoicing Rule None
Accounting Rule None
Accounting Flexfield ID
Derive Date Selected
Payment Terms ID
Revenue Account Allocation Percent
Other Information Region  
Transaction Type ID
Memo Reason Value
Agreement None
Memo Line Rule Value
Sales Territory None
Inventory Item None
Unit of Measure Value
FOB Point None
Freight Carrier None
Related Document ID
Sales Credits Validation Region  
[All fields] Use default values

Step 17. Define Receivables Activities

In Receivables, navigate to the Receivables Activities window.

For each finance charge type, one finance charge debit memo is created by the finance charge accruals process for each late invoice. For each subsequent accrual of a particular finance charge on an invoice, an adjustment is created for the original finance charge debit memo. This adjustment requires a receivables activity.

You must enter the Receivables activity in the Define Finance Charges window prior to running the finance charge accruals process.

Receivables activities are required for Receivables management.

Write-off accounts are also defined in the Receivables Activities window.

Step 18. Define Receipt Classes

The billing agency defines a receipt class and payment method for the SF 1081 and the IPAC invoices in the Receipt Classes window. A primary bank account is assigned to the payment method for the SF 1081 and IPAC invoices in the Remittance Banks window, which is accessed by clicking Bank Accounts in the Receipt Classes window.

Note: If MOAC is implemented, a receipt class must be defined for each operating unit.

Step 19. Define Receipt Sources

If Oracle Applications Multiple Organizations Support is implemented, an invoice source must be defined for each operating unit.

Step 20. Define Dunning Letters

Create dunning letters, specific to agency needs, in accordance with the Debt Collection Act of 1982.

Dunning letters are required for Receivables management.

Step 21. Define Customer Profile Classes

Create customer profile classes for the SF 1080 Voucher for Transfers Between Appropriations and/or Funds, the SF 1081 Voucher and Schedule of Withdrawals and Credits, and IPAC customer if profile class is used to restrict the customers that print for these invoices.

Step 22. Define Customers

If you are defining customers in Receivables, you must:

In Receivables, navigate to the Customers window.

In FACTS I, the Customer Class is used for the Federal/Non-Federal (F/N) indicator of the general ledger account balances. FACTS I account balances generated from customers with the Customer Class Lookup set to FEDERAL are designated as "F" when the US SGL account is defined as a Federal or Either Federal or Non-Federal account in the FACTS Attributes window. All other balances are designated as "N". The Trading Partner is used to further categorize the general ledger account balances designated as "F".

When using the IPAC Transaction Selection Process, only customers with the Customer Class set to Federal are selected by the process.

The ALC of the primary bank account of the payment method in the Paying Customer tab in the Transactions window is used as the billing ALC for the SF 1081 and the IPAC Bulk file.

The ALC of the primary bank account of the Bill to Customer in the Transactions window is used as the customer ALC for the SF 1081 and the IPAC Bulk File.

Note: If MOAC is implemented, a customer is shared across operating units, but you must define customer sites for each operating unit.

Step 23. Define Remit-To Addresses

If MOAC is implemented, define a remit-to address for each operating unit.

Note: For the Intra-governmental Payment and Collection System (IPAC), the five digit Sender Disbursing Office code must be entered in the Alternate Name field in the Remit-To Addresses window.

Step 24. Define Lockboxes

You must define Lockboxes to use the Receivables AutoLockbox program.

Step 25. Define Descriptive Flexfields in Receivables

Customer Information Descriptive Flexfield

Define the Customer Information Descriptive Flexfield.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Customer Information flexfield for Oracle Public Sector Receivables.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Customer Information
    Field Value
    Number User-defined value
    Name Trading Partner
    Window Prompt Trading Partner
    Column Select an attribute from the list of values to be used to store the Trading Partner value for the customer.
    Value Set FV_6_CHARS
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Customer Information
    Field Value
    Name Trading Partner
    Description User defined
    Required Check Box Deselected
    Range Blank

Adjustment Information Descriptive Flexfield

Define the Adjustment Information Descriptive Flexfield.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Customer Information flexfield for Oracle Public Sector Receivables.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Adjustment Information
    Field Value
    Number User-defined value
    Name Adjustment Status
    Window Prompt Adjustment Status
    Column Select an attribute from the list of values to be used to store the Adjustment Status value for the adjustment.
    Value Set FV_ADJUST_STATUS
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Adjustment Information
    Field Value
    Name Adjustment Status
    Description User defined
    Required Check Box Selected
    Range Blank

The value in the Adjustment Status Descriptive Flexfield is used to populate the Adjustments section of the Receivables Activity Worksheet.

Define Accounting Distribution Information Flexfield

Define the Define Accounting Distribution Information Flexfield in the Descriptive Flexfield Segments window.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Accounting Distribution Information Flexfield for Oracle Receivables.

  3. Click Segments.

  4. Create a record as described in the following table.

    Field Value
    Number User defined value
    Name Public Law Code
    Window Prompt Public Law Code
    Column Select an attribute to store the public law code. This must correspond to the attribute defined for the Public Law Code Receipts field on the Facts Attributes tab of the Define Federal System Parameters window.
    Value Set FV_7_CHARS
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Field Value
    Name Public Law Code
    Name Public Law Code
    Required Selected

Define Receivables Reclassification Flexfield

Define the Define Receivables Reclassification Flexfield in the Descriptive Flexfield Segments window.

  1. Navigate to the Descriptive Flexfield Segments window.

  2. Query the Receipt Information Flexfield for Oracle Receivables.

  3. Click Segments.

  4. Create a record as described in the following table.

    Field Value
    Number User defined value
    Name Reclass Receipt
    Window Prompt Reclass Receipt
    Column Select an attribute to store the Receivables Reclassification Receipt ID. This must correspond to the attribute defined for the Receivables Reclassification field on the Reporting Attributes tab of the Define Federal System Parameters window.
    Value Set RA_RECLASS_REC
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Field Value
    Name Reclass Receipt
    Description Reclass Receipt
    Required Deselected
  7. Click Value Set.

  8. Create a record as described in the following table.

    Field Value
    Name RA_RECLASS_REC
    Description User defined
    List Type List of Values
    Security Type Non-Hierarchical Security
    Format Type Character
    Maximum Size 30
    Validation Type Table
  9. Click Edit Information.

  10. Create a record as described in the following table.

    Field Value
    Table Application Receivables
    Table Name AR_CASH_RECEIPTS_ALL
    Table Columns Name Value RECEIPT_NUMBER
    Table Columns Type Value Varchar2
    Table Columns Size Value 30
    Where/Order By WHERE STATUS IN ('STOP', 'REV') AND TYPE = :RGW_FOLDER.TYPE AND RECEIPT_METHOD_ID = :RGW_FOLDER.RECEIPT_METHOD_ID AND AMOUNT = :RGW_FOLDER.AMOUNTORDER BY RECEIPT_NUMBER

Step 26A. Define Organizations

Define organizations and organization types for the agency.

Purchasing supports centralized purchasing for multiple receiving organizations. You can change the receiving organization at any time.

Organizations and organization types are required for federal setup options.

Note: If MOAC is implemented and new operational units are subsequently created, you must manually submit the concurrent request, Replicate Seed Data using the System Administrator responsibility.

Step 26B. Define Oracle Purchasing Lookups

Define a pay group for Interagency. Also, define Vendor Type Lookups for all federal suppliers.

The Interagency pay group is required for Federal Financials. If using FACTS I, the Vendor Type Lookup is used for the Federal/Non-Federal indicator of general ledger account balances.

To set up the Vendor Type Lookup to specify the Federal indicator, enter FEDERAL in the Name field. FACTS I account balances generated from customers with the Vendor Type Lookup set to FEDERAL are designated F when the US SGL account is defined as a Federal, Either Federal, or Non-Federal account in the FACTS Attributes window. All other balances are designated N. Pay Groups for Employee Payment Type must be set up to let users map pay groups in the Employee Payment Type Mapping window for using the ECS PPD/PPD+ payment format, Bulk Data PPD+, Bulk Data Salary/Travel NCR, Bulk Data NCR, and the ECS NCR Check Payment Format for Employee Payments.

Step 27. Set Up Suppliers

Set up suppliers to record information about individuals and organizations from which goods and services are purchased.

To set up suppliers:

  1. Navigate to the Suppliers window.

  2. If using FACTS I, enter FEDERAL Supplier Type for new and existing federal suppliers and optionally enter an elimination department in the Trading Partner Descriptive Flexfield of the Suppliers window.

    In FACTS I, Supplier Type is used for the Federal/Non-Federal (F/N) indicator of the general ledger account balances. FACTS I account balances generated from customers with the Supplier Type set to FEDERAL are designated "F" when the US SGL account is defined as a Federal, Either Federal, or Non-Federal account in the FACTS Attributes window. All other balances are designated "N". The Trading Partner is used in FACTS to further categorize the general ledger account balances designated as F.

    Enter the Supplier Type as Employee for Employees where payments are made using these payment formats:

    Do not select Always Take Discount in the Payment tab of the Supplier Sites window. You must deselect the Always Take Discount option so that the Economically Beneficial Discount process in Federal Financials can analyze the available discount for a supplier before taking the discount.

    Enter a bank account for each supplier site where payments are made using these payment formats:

Note: If MOAC is implemented, a supplier is shared across operating units, but supplier sites must be defined for each operating unit.

Step 28. Define Descriptive Flexfield in Purchasing

PO Distributions Descriptive Flexfield

To define the PO Distributions descriptive flexfield:

  1. In Purchasing, navigate to the Descriptive Flexfield Segments window.

  2. Query PO Distributions for Oracle Public Sector Purchasing.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for PO Distributions
    Field Value Value Value
    Number User defined User defined User defined
    Name Agreement Number Start Date End Date
    Window Prompt Agreement Number Start Date End Date
    Column User defined (Attribute column) User defined (Attribute column) User defined (Attribute column)
    Value Set FV_REIMB_AGREEMENT_TRX_NUM FND_STANDARD_DATE_REQUIRED FND_STANDARD_DATE_REQUIRED
    Displayed Yes Yes Yes
    Enabled Yes Yes Yes
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for PO Distributions
    Field Value Value Value
    Name Agreement Number Start Date End Date
    Description User defined User defined User defined
    Required Check box Deselected Deselected Deselected
    Range Blank Low High

Requisition Headers Descriptive Flexfield

To define the Requisition Headers descriptive flexfield:

  1. In Purchasing, navigate to the Descriptive Flexfield Segments window.

  2. Query Requisition Headers for Oracle Public Sector Purchasing.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Requisition Headers
    Field Value
    Number User-defined value
    Name Transaction Date
    Window Prompt Transaction Date
    Column Select an attribute from the list of values to be used to store the Transaction Date value for the transaction.
    Value Set ARXSTR_GL_DATE
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Requisition Headers
    Field Value
    Name Transaction Date
    Description User defined
    Required Check Box Deselected
    Range Blank

PO Headers Descriptive Flexfield

To define the PO Headers descriptive flexfield:

  1. In Purchasing, navigate to the Descriptive Flexfield Segments window.

  2. Query PO Headers for Oracle Public Sector Purchasing.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for PO Headers
    Field Value
    Number User-defined value
    Name Transaction Date
    Window Prompt Transaction Date
    Column Select an attribute from the list of values to be used to store the Transaction Date value for the transaction.
    Value Set ARXSTR_GL_DATE
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for PO Headers
    Field Value
    Name Transaction Date
    Description User defined
    Required Check Box Deselected
    Range Blank

Receiving Transactions Descriptive Flexfield

To define the Receiving Transactions descriptive flexfield:

  1. In Purchasing, navigate to the Descriptive Flexfield Segments window.

  2. Query Receiving Transactions for Oracle Public Sector Purchasing.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Receiving Transactions
    Field Value
    Number User-defined value
    Name Transaction Date
    Window Prompt Transaction Date
    Column Select an attribute from the list of values to be used to store the Transaction Date value for the transaction.
    Value Set ARXSTR_GL_DATE
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Receiving Transactions
    Field Value
    Name Transaction Date
    Description User defined
    Required Check Box Deselected
    Range Blank

Suppliers Descriptive Flexfield

Define the Vendors descriptive flexfield:

  1. In Purchasing, navigate to the Descriptive Flexfield Segments window.

  2. Query Vendors for Oracle Public Sector Purchasing.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Vendors
    Field Value
    Number User-defined value
    Name Trading Partner
    Window Prompt Trading Partner
    Column Select an attribute from the list of values to be used to store the Trading Partner value for the supplier.
    Value Set FV_6_CHARS
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Vendors
    Field Value
    Name Trading Partner
    Description User defined
    Required Check Box Deselected
    Range Blank

Step 29. Define Descriptive Flexfield in Projects

Expenditure Items Descriptive Flexfield

Define the Expenditure Items descriptive flexfield in Projects to record the accomplished date for an expenditure item in the Descriptive Flexfield Segments window. This is step is only required if using Projects and the Accomplished Date for the FMS Form 224 report process.

  1. In Projects, navigate to the Descriptive Flexfield Segments window.

  2. Query Expenditure Items for Oracle Projects.

  3. Click Segments.

  4. Create a record as described in the following table.

    Segments Summary Record for Expenditure Items
    Field Value
    Number User-defined value
    Name Accomplished Date
    Window Prompt Accomplished Date
    Column Select an attribute from the list of values to be used to store the Accomplished Date value.
    Value Set ARXSTR_GL_DATE
    Displayed Selected
    Enabled Selected
  5. Click Open.

  6. Create a record as described in the following table.

    Segment Record for Expenditure Items
    Field Value
    Name Accomplished Date
    Description User defined
    Required Check Box Deselected
    Range Blank

Step 30. Set Up Oracle Workflow

Set up Workflow to monitor and route budget execution documents through the approval process.

Step 31. Set Up Federal Seed Data

Specify Federal Lookups to help speed data entry and ensure accuracy. Federal Lookups are used to create reference information that is used by federal agencies. Federal Financials provides predefined Lookups. The Load Federal Financial Seed Data procedure adds predefined seed data to Receivables, Payables and General Ledger.

Step 32. Set Up Federal System Parameters

You must enter the attribute column information to be used for:

Federal System Parameters associates the attributes to the descriptive flexfields used in the FACTS I process, the FACTS II process, the Receivables Activity Worksheet process, the FMS Form 224 process, and the FACTS Transaction Register process.

Step 33. Set Up Federal Options

Specify account and agency information used by the features provided in Federal Financials.

Step 34. Set Up Treasury Account Codes

Enter treasury account code information and create associated rollup groups. Treasury account code information is required to define federal account symbols.

Step 35. Set Up Federal Account Symbols

Enter information for each federal account symbol and build the treasury symbols associated with the federal account symbols.

Step 36. Set Up Budget Account Codes

Enter information for budget accounts and associate a federal account symbol with a budget account.

Step 37. Set Up Appropriation Parameters

Enter appropriation parameter information for each fund. Appropriation parameters define additional information associated with the balancing segment of the Accounting Flexfield.

Step 38. Set Up Federal Financials Options

Define the budget fiscal year segment of the Accounting Flexfield and map the period year to the budget fiscal year segment values for each period year. Define the Anticipated Summary Template used in the SLA Account Derivation rules for PYA.

Step 39. Set Up Oracle U.S. Federal General Ledger Budget Execution

Set up the agency’s method of implementing the approved funding budget in accordance with OMB Circular 1-132.

Step 40. Set Up Federal Reports Table

Set up the federal reports table before generating reports including these reports:

Step 41. Set Up Federal Report Definitions

Customize federal reports by specifying report definitions if needed, including these reports:

Step 42. Set Up Payment Terms Types

Specify payment terms types for Due Date Calculation. The payment term is used to automatically calculate the payment due date in compliance with the Prompt Payment Act.

Step 43. Define Holiday and Non-Working Dates

Enter non-working day information used to determine due date calculations for compliance with the Prompt Payment Act.

Step 44. Set Up Current Value of Funds

Enter the current value of funds rate or average annual rate of Treasury tax and loan accounts.

Step 45. Set Up Treasury Offset Exclusion

Define criteria to exclude payments from agency offset.

Step 46. Set Up Third Party Payments

Set up third party payment relationships between suppliers.

Step 47. Set Up Automatic Sequence Numbering of Payment Requests

Set up automatic sequence numbering of payment requests.

Step 48. Set Up Delinquent Invoice Referral

Enter delinquent invoice referral definitions, such as Agency ID and Program Codes, to be used by the Delinquent Invoice Referral process.

Step 49. Set Up Finance Charge Types

Enter finance charge types used to assign and accrue finance charges on invoices in Receivables.

Step 50. Set Up Finance Charge Groups

Assign finance charge types and supporting information to finance charge groups used to assign and accrue finance charges on invoices in Receivables.

Step 51. Set Up Federal Receivable Types

Enter receivable types information and associated transaction types. System-provided receivable types include Direct Loans, Defaulted Guaranteed Loans, and Administrative Receivables. Receivable type data is required to generate these reports:

Step 52. Set Up Year-End Closing Definitions

Set up year-end closing definitions required for the annual year-end close.

Related Topics

Overview of Function Security, Oracle Applications System Administrator's Guide

Responsibilities Window, Oracle Applications System Administrator's Guide

Menus Window, Oracle Applications System Administrator's Guide

Overview of Oracle Applications Security, Oracle Applications System Administrator's Guide

System Profile Values Window, Oracle Applications System Administrator's Guide

Overview of Setting User Profiles, Oracle Applications System Administrator's Guide

Defining Ledger, Oracle General Ledger User Guide

Defining Summary Accounts, Oracle General Ledger User Guide

Budget Execution Setup

Payment Terms, Oracle Payables User Guide.

Defining Financials Options, Oracle Payables User Guide

Supplier - Payables Financials Options, Oracle Payables User Guide

Defining Payables Options, Oracle Payables User Guide.

Bank Accounts Window Reference, Oracle Payables User Guide

Banks, Oracle Payables User Guide

Payment Terms, Oracle Receivables User Guide

Defining and Maintaining Payables Payment Documents, Oracle Payables User Guide

Transaction Flexfields, Oracle Receivables User Guide

Defining Receivables Lookups, Oracle Receivables User Guide

Transaction Types, Oracle Receivables User Guide

Transaction Batch Sources, Oracle Receivables User Guide

Receipt Sources, Oracle Receivables User Guide

Dunning Letters, Oracle Receivables User Guide

Defining Customer Profile Classes, Oracle Receivables User Guide

Entering Parties and Customer Accounts, Oracle Receivables User Guide

Customer Accounts Field Reference, Oracle Receivables User Guide

Remit-To Addresses, Oracle Receivables User Guide

Lockboxes, Oracle Receivables User Guide

Lookups, Oracle Payables User Guide

Entering Suppliers, Oracle Payables User Guide

Suppliers and Supplier Sites Window Reference, Oracle Payables User Guide

Suppliers, Oracle Payables User Guide

Federal System Parameters Setup

Treasury Account Codes Setup

Federal Account Symbols Setup

Budget Account Codes Setup

Appropriation Parameters Setup

Federal Financials Options Setup

Budget Execution Setup

Federal Reports Table Setup.

Federal Report Definitions Setup

Payment Terms Types Setup

Holiday and Non-Working Dates Setup

Current Value of Funds Setup

Treasury Offset Exclusion Setup

Third Party Payments Setup

Automatic Sequence Numbering of Payment Requests Setup

Delinquent Invoice Referral Setup

Finance Charge Types Setup

Finance Charge Groups Setup

Receivable Types Setup

Year-End Closing Setup

Planning Your Descriptive Flexfield, Oracle Applications Flexfield Guide

Overview of Oracle Workflow for Developers, Oracle Workflow User's Guide

Federal Seed Data Setup

Overview of Flexfield Concepts, Oracle Applications Flexfields Guide

Dynamic Insertion, Oracle Applications Flexfields Guide

Defining Period Types, Oracle General Ledger User Guide

Defining Calendars, Oracle General Ledger User Guide

AutoAccounting, Oracle Receivables User Guide

Receivables Activities, Oracle Receivables User Guide

Receipt Classes, Oracle Receivables User Guide

Setting Up a Multiple Organization Enterprise, Oracle Applications Multiple Organizations Implementation Guide.